Registration Guidelines

All participants must Create an Account and register via the Online Registration Form. Please read the instruction below carefully. Please also consider using a personal email account if your work email is connected to a medical institute with high security and privacy settings as emails may be transferred to junk or spam folders.

Each participant will receive a registration number by email after submitting the Online Registration Form. The preferred method of payment is by online card payment. As for payments completed by bank transfer, please proceed with the payment transfer only after receiving your registration number. Payment by bank transfer must include the registration number and participant’s name in the payment details.

For any questions you may have relating to registration, please don’t hesitate to contact the PTCOG 61 Secretariat on registration@ptcog61.org

All above fees include local VAT 21%.

*The discounted registration fees applicable to Radiation Therapists, Dosimetrist and Students are only available to those providing valid credentials requested via the registration form. The standard registration fee will apply to anyone unable to prove one of these three positions when requested.

All registration deadlines are based on the end of the global day for the date noted. Please make sure to pay your registration fee before the deadline applicable for the selected registration type. If your payment is not received in due time, the latter fee will be automatically applied.
Unpaid or partially paid registration will not be considered as valid until paid in full.

Registration Fees Include:

Spanish Workshop Category:
• Please note, this workshop is intended for Spanish speaking attendees only.
• All content as per the workshop program. Please note that this session will be in Spanish language and will be available for live and virtual attendees
• Late afternoon coffee break

Educational Sessions Categories:
• All Educational Sessions included in the final program
• Morning and afternoon coffee breaks
• Conference materials provided via registration (conference bag, mobile application, printed materials)
• Complimentary access to the Educational Sessions Welcome Reception
• Complimentary access to the Exhibition Opening / Scientific Meeting Welcome Reception

Scientific Meeting Categories:
• All Scientific Meeting Sessions as included in the final program
• All keynote and invited speaker sessions
• Morning and afternoon coffee breaks
• Access to the PTCOG 61 Exhibition and poster area
• Complimentary access to the Exhibition Opening / Scientific Meeting Welcome Reception

All Session Categories Include: 
• All content as per final program outside of the Spanish Workshop 
• Morning and afternoon coffee breaks
• Conference materials provided via registration (conference bag, mobile application, printed materials)
• Complimentary access to the Educational Sessions Welcome Reception 
• Complimentary access to the Exhibition Opening / Scientific Meeting Welcome Reception

Social Program

All participants are kindly asked to re-confirm or pre-register for the following events, to be able to attend.

Educational Sessions Welcome Reception

• Sunday, 11 June 2023
• Time: To be confirmed end of March 2023
• Place: NOVOTEL Madrid Campo de Las Naciones
• Tickets: Free of charge

Exhibition Opening – Scientific Meeting Opening Reception

• Monday, 12 June 2023
• Time: To be confirmed end of March 2023
• Venue: IFEMA Recinto Ferial – Exhibition Hall 9
• Tickets: Free of charge

PTCOG 61 Gala Dinner

• Wednesday, 14 June 2023
• Time: 19:30 onwards
• Place: Platea Madrid
• Tickets: 110 EUR

 

Please note that the PTCOG 61 Proton Therapy Center Tours have reached capacity.
For anyone still wanting to join a tour, please register your name with registration staff on arriving in Madrid. If positions become available you will be contacted before the tour.

PTCOG 61 Combined Facility Tour

• Friday, 16 June 2023
• Time: Half day, starting in the morning. Tour slots to be confirmed end of March 2023
• Clínica Universidad de Navarra Proton Therapy Unit / Quironsalud Proton Therapy Center
• Tickets: 30 EUR, 15 EUR for students, RT & Dosimetrists. Tickets cover transport fees, tours and refreshments provided free of charge by the Proton centers.

PTCOG 61 Facility Tour – Clínica Universidad de Navarra Proton Therapy Unit

• Friday, 16 June 2023
• Time: Starting in the morning. Tour slots to be confirmed end of March 2023
• Clínica Universidad de Navarra Proton Therapy Unit
• Tickets: 20 EUR, 10 EUR for students, RT & Dosimetrists. Tickets cover transport fees, tour and refreshments provided free of charge by the Proton center

PTCOG 61 – Quirónsalud Proton Therapy Center

• Friday, 16 June 2023
• Time: Starting in the morning. Tour slots to be confirmed end of March 2023
• Quirónsalud Proton Therapy Center
• Tickets: 20 EUR, 10 EUR for students, RT & Dosimetrists. Tickets cover transport fees, tour and refreshments provided free of charge by the Proton center

Group Registrations

Group registration can be processed online under one email address identification: you will be able to add each participant under the same invoice at the end of the registration. When registering more than ten participants under one company identity/invoice, please Contact the PTCOG 61 Secretariat to determine the preferred invoicing setting.

Confirmation

Each participant will receive a registration overview and email notification confirming receipt of payment. To view the status of your payment, click here. 

Payment Details

All fees are to be paid in EUR (€), free of all bank charges. However, please confirm with your bank as to any possible charges from their side. Registration fees are collected on behalf of PTCOG by the PTCOG 61 Secretariat, CZECH-IN s.r.o., 5. Května 65, CZ-14021 Prague 4, Czech Republic.

Online Payment by Credit/Debit Card

The preferred method of payment is payment by card online via our secure payment gateway:

WORLDLINE – Payment Solution Saferpay

Online payments service provider –WORLDLINE

Accepted Credit / Debit Cards

In the unlikely event of a rejected on-line credit/debit card payment, the delegate is recommended to return to his/her registration online and try to process the payment again. Should the payment issue persist, the participant is advised to contact the card issuer/bank first to check for any potential block on the online transaction. If so, once this is removed it will be possible to pay via the online payment gateway. Accepted Currency is EUR (€) only

By Bank Transfer

To ensure your registration is valid, please make sure that any payment made by transfer is free of all bank fees and transfer charges. Please also ensure that the registered participant’s name and Registration Number are clearly stated in the bank transfer. Payments received without such details (Name, Registration Number) cannot be easily identified and may not be valid.

Payment by bank transfer is available until 25 May 2023 After this date, all payments can only be done by credit/debit card.

Visa Letter

Visa invitation letter can be downloaded from the Online Registration Portal – after the registration is confirmed and paid in full. If you need assistance with the Visa invitation, please contact he PTCOG 61 Secretariat.

Cancellation / Refund Policy

Cancellation of Registration

• Until 10 May 2023 – 50% of the paid registration fee will apply
• From 11 May 2023 to 23 May 2023 – 70% of the paid registration fee will apply
• From 24 May 2023 onwards no refund can be processed

Cancellation of Other Bookable Items (Payable Social Events)

• Up to and including 10 May 2023 – a 20 EUR administrative fee will be deducted from all refunds
• From 11 May 2023 – no refunds can be processed

General Cancellation Conditions

• All cancellations must be notified in writing (by email) to the PTCOG 61 Secretariat
• Request for refunds made after 10 June 2023 will not be considered
• For any change of name, a fee of 20 EUR will be charged

Insurance

The registration fee does not include participant’s insurance against accidents, sickness, cancellation, theft, property damage or loss. Participants are advised to taky out adequate personal insurance.

Cancellation or Modification of the Meeting Due to Force Majeure

In the event of a force majeure situation, CZECH-IN s.r.o. reserves the right to alter or cancel the meeting without prior notice, including any change of the time and/or venue of the meeting.

Any occurrence of force majeure event shall be communicated as soon as reasonably possible from the decision time. Force majeure includes any circumstances beyond the reasonable control of CZECH-IN s.r.o. which prevents or impedes the realization of the meeting. This includes but is not limited to, government action, war or hostilities, riot or civil commotion, plague, or other epidemic such as SARS, Covid-19, bird flu, earthquake, flood, hurricane, cyclone, fire or other transportation or terrorism. CZECH-IN s.r.o. shall not be liable for any direct or indirect, incidental, or consequential, punitive, or exemplary damages, losses, expenditures or any other inconveniences or costs caused by such modification or cancellation of the meeting. Unless provided otherwise by the applicable mandatory laws, the registration fees will be reimbursed in accordance with the PTCOG 61 cancellation policy.

Data Privacy and Security

The European General Data Protection Regulation (EU GDPR) entered into force as of 25 May 2018 and it involves some additions to data protection.

We take your privacy very seriously and to comply with GDPR consent requirements, we need you to confirm that you agree with our new Privacy Policy during the process of creating the account in our system. You can view it here.

After creating your user account in our system, you can manage your information, protect your privacy and security via our Online Portal that is fully GDPR compliant.

Feel free to contact us with any questions in regarding to the Privacy Policy, Data Protection and GDPR in general by email or phone +420296219600